Otc 4360 - approve write off or refund - liner

15 April 2023Slide no. 1CENFINBPOLT

Approve Write Off or Refund– Liner

Order to Cash


At the end of this course, you will be able to;

• Describe the high level write-off process

• Approve the parked document

• Approve the Refund and pay the refund

Objectives


• Introduction

• Approve the parked Document

Post the parked document

• Approve the Refund and pay the refund

Logic of Approval and Payment

Customer master data set up

• Workflow – SAP Business Work Place

Workflow set up in SAP

Significance of Workflow

Roles and responsibility

Processing in SAP Business Workplace

Agenda


Introduction – AR Process

Manual Sales Order

or

or

CXEDZ007

Create Sales Order

Create and issue Billing Document

GCCSZ006

Invoice

Customer Open Items

Collection

Accounting Documents

Clearing

Refund

AccountStatements

Dunning Receipt

OU

TP

UT

GL

AR

OTC

Payment Application

Write-Off


Introduction – AR PROCESS

Refund

Clearing

Accounting Documents

Customer Open Items

Collection

AccountStatement

Dunning Receipt

PaymentApplication

Write-Off


Write-Off


Introduction

Write-Off – Auto & Manual

DUNNING WRITE-OFF

ACCOUNTING POSTING

CUSTOMER OPEN ITEMS

PAYMENT APPLICATION

WRITE-OFF

PAYMENT

TOLERANCE

CUSTOMER STATEMENTS

Billing DocumentSales Order


Introduction – Write-Off

Payment Tolerance Groups *

Automaticby definition

UnallocatedPayment

Manual Requestor

Balance onInvoice

Automaticby definition

UnallocatedPayment

Balance onInvoice

* 1 USD is the global standard, however is configurable by customer

ManualApprover

Payment ApplicationPayment Application

Auto Write-OffAuto Write-Off

Work Flow Work Flow

Refund

Clearing

PaymentApplication

Write-Off


Introduction – Write-Off – Reason Codes

Reason Code Description

Z20 w/o- Abandoned cargo

Z21 w/o- Bankrupt

Z22 w/o- Comm. Decision

Z23 w/o- Finance charges

Z24 w/o- Overpayment

Z25 w/o- Political unrest

Z26 w/o- Rate of exchange

Z27 w/o- Reminder fees

Z28 w/o- Too small pursue

Z29 w/o- Uncollect rebate

Z30 w/o- US Govm’t cargo

Z31 w/o- US Govm’t disc.

• Reasons are added during the creation of the parked Write Off Document


Introduction – Write-Off

• Document type ‘ZN’ must be used

• Correct posting key needs to be used

• Determination of Profit Center are required to link a write-off transaction to original billing or relevant key reference for reporting purpose.

• For Liner Companies, it is a MUST to enter TPDoc number or FACT customer code to ‘Assignment’ field according to determination profit center guideline.

Type of

Transaction

Transaction

Code

Debit Credit

Invoice Write Off F-67 40 - Expense 11 - Customer

Credit Write Off F-64 01 - Customer 50 - Expense

Credit Write Off F-64 09 – Customer Advance Deposit 50 - Expense


Refund


Introduction

Refund

ADVANCE DEPOSITS

REFUND

ACCOUNTING POSTING

CUSTOMER OPEN ITEMS

REVERSALUNALLOCATED PAYMENTS

Billing DocumentSales Order COLLECTIONS

CUSTOMER REQUEST

PAYMENT PROGRAM


Introduction – Refund

Manual Requestor

UnallocatedPayment

Advance Deposit

ManualApprover

Workflow Workflow

Refund

Clearing

PaymentApplication

Write-Off


Introduction – Refund

Customer Request

Advance Payment

Advance Deposit

Over Payment

(Special GL)

Liability Account

in GL

Refund

Payment Method

Asset Account

in GL

PCC Pay run –Refund documents

Bank Information

Master Data

Refund to Customer


Introduction – Refund – General Information

• Refund Processing takes place when a Customer requests an Advance Deposit or Overpayment to be refunded

• Document type ‘ZM’ must be used

• Correct posting key needs to be used

• Settlement of refund - Payment Clearance Centre (PCC) will run a payment program by specified the refund document (selection of ‘ZM’ document type) for payment to customer. The program is only run by PCC on request and local office need to send the request using BA of APM mail.

Customer Debit Customer Credit

01 11


Introduction – Refund Reasons

• Reasons are added during the creation of the parked Refund Document

Reason Codes Description

Z50 Rfd-credit notes

Z51 Rfd-deposits

Z52 Rfd-over/double payment


Refund

ACCOUNTING POSTING

REVERSAL

CUSTOMER REQUEST

PAYMENT PROGRAM

Refunds Meta Process

REFUND


Workflow – SAP Business Work Place


Introduction - Workflow – SAP Business Work Place

Manual Requestor

UnallocatedPayment

Balance onInvoice

Workflow Workflow

Advance Deposit

ManualApprover

Refund

Clearing

PaymentApplication

Write-Off

April 15, 2023Slide no. 20CENFINBPOLT


Approver

In-box Out-box

NotificationApproval

Matrix

Requester

In-box Out-box Parked Documents Refunds (ZM)

Write Offs (ZN)

AdvanceDeposit

UnallocatedPayment

Balance onInvoice

Posted Documents Refunds (ZM)

Write Offs (ZN)

AdvanceDeposit

UnallocatedPayment

Balance onInvoice

Release

Reject

Notification

Delete Parked

Document

Notificationto Reject

Post Parked

Document

Error in Parked

Document Notification

PCC Refund (ZM) Processing



No E-Mail Requester’s SAP Inbox

Approver’s SAP Inbox

Notification to Customer if required

Requester’s SAP outboxStatus and Location of

Parked Documents

Pay Run


Introduction - Workflow – Approval Matrix


Introduction - Roles and Responsibilities - Requester

Definition- Person who parks the Write-Off or Refund Document.Definition- Person who parks the Write-Off or Refund Document.

Requester can park Write-Off or Refund documents manually.

Parking of documents can also be done via FI Batch Upload.

In order to add an attachment, requester must open the document in FB02 or FBL5N to attach a document. This could be a correspondence for the approval of Write Off or Refund.

Requester can park Write-Off or Refund documents manually.

Parking of documents can also be done via FI Batch Upload.

In order to add an attachment, requester must open the document in FB02 or FBL5N to attach a document. This could be a correspondence for the approval of Write Off or Refund.


Introduction - Roles and Responsibilities - Approver

Definition- Person who, based on the Approval Matrix, can Release or Reject parked Write-Off or Refund Documents

Definition- Person who, based on the Approval Matrix, can Release or Reject parked Write-Off or Refund Documents

Approver must exist in the Approval Matrix.

Approver should designate at least one substitute when being appointed as Approver.

Approver must exist in the Approval Matrix.

Approver should designate at least one substitute when being appointed as Approver.


Introduction - Roles and Responsibilities - Substitute

Definition- Person who has been designated by the Approver as a replacement during absenses.

Definition- Person who has been designated by the Approver as a replacement during absenses.

Active Substitute: when Approver “hands over” his approval limits from the matrix to a designated substitute

Passive Substitute: when “hand over” has not taken place and workflow items needs to be attended to. The substitute takes the responsibility proactively

The Substitute takes the approval limits from the Approver and does not need to have Approval Limits assigned.

Active Substitute: when Approver “hands over” his approval limits from the matrix to a designated substitute

Passive Substitute: when “hand over” has not taken place and workflow items needs to be attended to. The substitute takes the responsibility proactively

The Substitute takes the approval limits from the Approver and does not need to have Approval Limits assigned.



Story of SAP Business Work Place

Meet Aisha

She is working in GSCOTC Team and responsible for managing the SAP workplace which is new functionality after OTC Liner go live for country she is working for i.e. Ghana

Her Manager has assigned her the SAP work place where the requests for approving the parked documents in SAP

However Aisha is little self-indulgent type of person and was not very keen on looking in her inbox in SAP.

There were many important and urgent cases which were pending.

Winfrith is Super User in Ghana Local AR office and he usually sends the write off requests through SAP workplace and needs the items cleared ASAP.

He escalates this to her Manager and asks them to complete the task assigned.

Aisha upon getting reprimanded finishes the tasks and ensures that she more focused on the task



W

O

R

K

P

L

A

C

E

External Communication

MalpracticeDelaysDifficult

Archiving

IDENTIFY REQUIREMENT

FOR WRITE OFF

OR REFUND

APPROVED WRITE OFF

OR REFUND LINE ITEM



DUNNING

WRITE OFF

ACCOUNTING POSTING

CUSTOMER OPEN ITEMS

CUSTOMER STATEMENTS

WRITE OFF – Work Flow

SEND FOR APPROVAL TO

RELEASE

NEED IDENTIFIED

CHECK REQUEST

REQUEST REJECTED

SEEK APPROVAL

CREATE MANUAL FILE

SEND REQUEST TO WORKPLACE

PARK DOCUMENT IN

SAP

APPROVE PARKED

DOCUMENT IN SAP

ATTACH APPROVAL IN

SAP


Thanks

Otc 4360 - approve write off or refund - liner

Education

Transcript of Otc 4360 - approve write off or refund - liner